Step by step
Settle card machine payments
Cards paid on the bank's own card machine wait in card clearing until the bank pays them in. Record each machine's day when the bank settles it, with the bank's fee.
When a customer pays on the bank’s card machine, the money is not in your bank yet: the bank pays the day’s card sales in later, less its fee. Money › Card machines keeps “Cards paid on the bank’s own machines, by machine and day, until the bank settles them into the bank account.”
Before you start
Link to this section: Before you startCard payments are recorded at the till from the bank’s card machine slip: see Take a card payment.
List your card machines
The owner lists each machine once, under The business’s card machines: “The till asks which machine took the card when a branch has more than one. Only the machine, the card’s last four digits and the slip’s authorisation code are kept.” Tap Add a machine.
Steps 1 to 3, for the owner. Name it, with its bank and branch
Type the Name, such as NCBA PDQ 1, the Bank, and the Branch it is at.
Tap Save
Kila says Card machines saved. To take a machine off the list, tap the bin beside it (Remove), then Save.
See what waits for the bank
Waiting for the bank is the “Card sales not yet settled (card clearing)”. Below it, each machine’s day: its card payments and Card sales.
Steps 4 and 5. Tap Settle when the bank has paid
On the machine’s day, tap Settle. Kila shows the day’s card payments and their total.
Enter what the bank paid in
Paid into the bank starts at the day’s card sales: change it to what arrived, “From the bank statement or the merchant settlement report.”
Steps 6 to 8. Leave the bank fee to Kila, or type it
Left empty, the Bank fee is “the difference” between the card sales and what arrived. Add the Settlement reference if the bank gives one. Kila explains what it posts: “The books: the bank up by what arrived, bank charges by the fee, card clearing (1030) down by the card sales. A difference goes to Reconciliation.”
Tap Record settlement
Kila says Settled, with what arrived and the fee, such as NCBA PDQ 1 on 2026-10-30 settled: KES 147.37 received, fee KES 2.63. The day shows what the bank paid and its fee.
Needs a manager
The owner lists the machines. Settling needs the right to reconcile, which the owner, the general manager and the accountant have.
- Take a card payment: the till’s side.
- Reconcile M-Pesa and bank statements: where a difference goes.
- Upload a statement: the bank statement that shows the settlement.
Next: at the end of the month, check that nothing waits for the bank before you close the month.